Theatre Administrator

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Job Ref.: 
Theatre Administrator
Sector: 
Admin and Secretarial
Job Location: 
Waterloo
Recruiting For: 
a full time job position
Exact Salary: 
£27,000
Salary and Benefits: 

Usual working hours are Monday–Friday, 10am–6pm with some occasional out of hours work (e.g. evenings and weekends)

Number of vacancies: 
1
I would like to receive applications from: 
Lambeth and Southwark
Job Description: 

The Team

The Theatre Management team is responsible for all non-production related aspects of the Theatre - including front of house and bar operations, facilities, health and safety, access and sustainability. The team includes the: Director of Operations & External Relationships, Director of Theatre Management & Customer Experience, Front of House Manager, Facilities Manager, Assistant Facilities Manager, Stage Door Manager, Theatre Administrator, Theatre Administration Assistant, Stage Door Keeper, Assistant FOH Manager, FOH Duty Managers, Duty Bar Managers,
FOH Supervisors, Ushers and Bar Staff.

The post holder reports to the Director of Theatre Management & Customer Experience. By the nature of the post, s/he will work with all departments of The Theatre Group.

 

Purpose of Job

To support the Director of Operations & External Relationships and the Director of Theatre Management & Customer Experience with the management of theatre, including maintaining the highest standards of customer care, and creating a safe environment within which to work and visit. The Theatre Administrator will be responsible for:

  • Managing the Theatre Administration Assistant
  • Overseeing The Theatre’s IT and telecoms support providers
  • Working with the Director of Operations & External Relationships and the Director of Theatre Management & Customer Experience to develop strategies, processes and procedures to ensure the efficient working of the theatre
  • Managing a range of HR operational matters, processes and records
  • Overseeing and managing H & S administration
  • Implementing Sustainability policies and procedures
  • Overseeing space management for the building
  • Developing the History Tours programme
  • Liaising with all relevant departments in order to provide an efficient service to the public
  • Providing general building and FOH support as required

 

Areas of responsibility

Management:

  • Leading on Front of House staffing, including issuing Staff Availability Request Forms and collating responses; producing and issuing rotas; reconciling staff rotas against actual attendance; and assisting with appraisals from time to time.  Liaising with FOH staff and ensuring they have reasonable notice of their shifts, etc
  • Overseeing external hires of the theatre
  • Leading on sustainability

Line management of the Theatre Administration Assistant, who has responsibilities including:

  • Leading on The Theatre’s internal events from a Front of House perspective including booking Front of House staff, creating Event Briefing Sheets and briefing staff.  Overseeing the set up and running of the events on the day
  • Updating Artifax (the building diary), and maintaining an accurate overview of the use of activities in all spaces within the theatre
  • Handling the Feedback and Enquiries inboxes, and responding to emails and letters sent to the theatre from the public
  • Responding to general public enquiries by phone
  • Liaising with other internal departments regarding their stationery and office furniture needs, and placing orders as necessary
  • Administrating all keys to the theatre, and updating the Key Safe Log
  • Arranging off-site archive storage and keeping an accurate record of all archived material
  • Overseeing the maintenance and upkeep of the franking machine and photocopier, and troubleshooting as necessary
  • Managing the department’s ingoing and outgoing mail, including assisting other departments with franking as necessary, and keeping the post area safe and tidy
  • Generating purchase orders via The Theatre’s accounting system (SAGE) as requested by members of the Theatre Management team
  • Compiling, editing and distributing the weekly Staff Newsletter
  • Producing Staff Access Passes
  • Ensuring that the Internal Phone List is kept up to date and accurate
  • Taking detailed minutes at meetings as required
  • Assisting with HR paperwork and updating records for FOH staff as required (including producing contracts, letters, and new joiner/leaver administration)

HR:

  • Completing the weekly FOH and Stage Door payroll, ensuring that all members of the staff team are paid correctly and the appropriate documentation is kept up to date
  • Maintaining HR paperwork and records for FOH staff, taking responsibility for accurate and timely updates
  • Drafting various HR documents including contracts and letters for FOH staff, as required
  • Managing recruitment processes as necessary
  • Managing all new joiner and leaver administration processes for FOH staff
  • Assisting with pensions auto enrolment administration
  • Assisting the Director of Theatre Management & Customer Experience and Front of House Manager with the disciplinary process, conducting first stage interviews when necessary

IT & Telecoms:

  • Acting as the day to day primary point of contact for the IT support providers' onsite engineer, including reviewing their tasks list and helping to prioritise as necessary
  • Similarly, acting as the day to day primary point of contact for our external telecoms providers: both landline and mobile
  • First responder to any urgent IT or telecoms matters

Hires and Events:

  • Overseeing the Theatre Administration Assistant managing Artifax (the building diary), and maintaining an accurate overview of the use of activities in all spaces within the theatre
  • Liaising with outside hirers from initial enquiry through all stages of the negotiation, preparation and to completion of the hire
  • Preparing detailed proposals, costings and contracts for all outside hires and ensure accurate invoicing as necessary
  • Liaising with all internal departments and outside contractors to ensure hirer’s requirements are met and contractual obligations fulfilled
  • Keep The Theatre Group informed of all outside events in the building
  • Act as the onsite contact for Hires, and attend these events as necessary
  • Liaising with all internal departments and coordinating logistics for one-off Sunday concerts/events when required
  • Assessing the Front of House staffing requirements for all events in the auditorium and other public spaces and foyers

Health and Safety:

  • Ensuring all H & S administration is carried out in a timely and accurate fashion
  • Attending and keeping minutes of HSE Committee Meetings
  • Organising and servicing the monthly HSE Committee meeting and any other related meetings that may be required including taking minutes and circulating them as appropriate
  • Keeping accurate records of accidents, near misses and investigations; taking responsibility for RIDDOR reporting when necessary, and ensuring all necessary follow-up from incidents is completed and documented
  • Organising all H&S training
  • Maintaining accurate up to date records of all necessary certification and licences
  • Updating and managing the theatre’s ‘Property Register’, ensuring reminders are given to those who manage and organise inspections, licences and certification in advance of renewal dates
  • Disseminating health and safety information, including policies and procedures, to the employees of The Theatre
  • Assisting the Director of Operations & External Relationships with ensuring that The Theatre is keeping up to date with health and safety legislation and requirements of the enforcers, and ensuring that our Health and Safety documentation is up to date and acceptable to an enforcement Inspector

Sustainability:

  • Working to develop The Theatre’s Sustainability Policy
  • Acting as the primary liaison with Julie’s Bicycle and other sustainability focused organisations
  • Promoting the Sustainability Policy both internally and externally
  • Ensuring facilities are provided in order for the policy to be adhered to (liaising with the Facilities Manager where appropriate): eg. recycling bins, eco stationery, recycled consumables, LED lighting etc
  • Management of First Mile (recycled waste) relationship
  • Working with the FOH Manager on ensuring products and processes comply with the Sustainability policy and assisting on relevant staff training

History Tours:

  • Coordinating History Tours for the local community and members of the public alongside the Stage Door Manager, and growing this as an income stream for the Trust

General Administration:

  • Leading on internal recharging
  • Authorising supplier invoices for payment as necessary
  • Attending regular review meetings about administrative, FOH and customer care issues, as required
  • Working with the Director of Theatre Management & Customer Experience and the Facilities Manager in maintaining areas that affect both the public and staff
  • Complying with The Theatre Group’s HSE policy at all times
  • Undertaking any other duties that may from time to time be reasonably required

Compliance:

  • Supporting the Theatre Management Team with the upholding and enforcing of the Theatre’s premises license as set down by the London Borough of Lambeth
  • Assisting with ensuring that all FOH and Theatre staff are aware of current standing instructions for emergencies, evacuation procedures, etc
  • Understanding and implementing the Theatre’s evacuation procedures

General:

  • To promote and comply with current legislation and The Theatre policies on Diversity, Sustainability, and Health & Safety both in the delivery of services and the treatment of others
  • To undertake any other reasonable duties, commensurate with the level of the post so as to ensure the smooth running of The Theatre

This is not an exhaustive list of duties and the Theatre's management may, at any time, allocate other tasks which are of a similar nature or level.

Person specification and Experience required: 

The successful candidate will manage a wide ranging remit and will need to be an excellent problem solver, with strong time management and prioritisation skills.

The post holder must be able to demonstrate the following:

Essential:

  • Exemplary organisation skills as well as written and verbal communication skills.
  • Acute attention to detail
  • A proven ability to work effectively and efficiently in an often highly pressurised environment
  • Excellent customer service skill
  • A proven ability to work as part of a team
  • IT literacy, with good experience of the Microsoft Office suite and Excel in particular (training will be given on software programs as required)
  • Ability to work to deadlines, prioritise tasks, and to ask for help when necessary

Desirable:

  • Previous experience of working with within an arts environment
  • Previous experience of managing HR operations
  • Previous experience of Artifax
  • Knowledge of the SOLT BCTU collective agreement
  • Previous experience of complaint handling
  • Previous experience of line management
  • Previous experience of diary management

The closing date for applications is: 5pm, Sunday 22nd October

First Interviews will be held in: 25th & 26th October

Second interview dates are to be advised.

To apply, please email info@employ-se1.co.uk with your CV and completed application form (quoting your name and the vacancy job title in the subject line).

We also invite candidates to complete our Equal Opportunities monitoring survey.

The Theatre is an equal opportunities employer. We welcome and encourage applicants from all backgrounds to apply.

To apply for this job please email us a cover letter and your most up-to-date CV.

Side 20

Registrations are now open

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